Booking Conditions

Booking Terms and Conditions

The following is an outline of out terms and conditions for booking on a course, our cancellation policy, fair assessment policy, certification and data protection. 

1. Booking a course- individuals

1.1 Booking

You may place a booking g using our online booking facility or by contacting the office by phone. Your booking will only be confirmed upon completion of an online booking form or by placing. Booking over the phone. 

1.2  Payment

To secure your place on a course full payment must be made within 7 days of your booking. Please contact us if you wish to discuss alternative terms.

2. Cancellation- individuals

2.1 Your Cancellation

If, for any reason, you (i) cancel your place, (ii) fail to attend a course or (iii) are unable to complete a course we charge the following fee:

  • 50% of your course fee 30 days or more before the course
  • 100% of your course fee less than 30 days before the course

2.2 Transferring Courses

In exceptional circumstances we may offer you a place on an alternative course. Please note that this place is subject to availability and that a transfer fee of 50% of your course fee will apply when moving courses.

2.3 Our Cancellation

In the event we cancel a course due to circumstances beyond our control the course will be rescheduled or places offered on other courses.

3. Booking a course- groups

3.1 Booking

You may place a booking by contacting us by email or by phone.

3.2 Confirmation of Booking

Confirmation of your course will only be made once full payment has been received. In most circumstances we accept invoice requests however we reserve the right to refuse an invoice request and ask that payment is made in full prior to your course.

3.3 Settling your payment by invoice 

Full payment must be made within 30 days of the invoice date. Payments after the due date incur an interest charge of 8.5% over the Bank of England base rate in line with The Late Payment of Commercial Debts (interest) Act 1998. If you wish to arrange alternative terms of payment please let us know upon booking.

4. Cancellation- Groups

4.1 Your cancellation

If, for any reason, you need to cancel we charge the following:

  • 50% of your course fee 30 days or more before the course
  • 100% of your course fee less than 30 days before the course

4.2 Our Cancellation

In the event we cancel your course due to circumstances beyond our control every effort will be made to reschedule the course to a mutually agreeable date or offer places on other courses.

5 Assessment and Certification

5.1 Learning & Assessment

Assessment is ongoing and will be carried out by your course trainer / assessor who will have the final decision on your competence & awarding your certificate. We have a robust quality assurance system in place and appeals procedure.

All participants attending an Ofqual approved course will also be subject to the assessment procedure as dictated by the Qualifications Network (QNUK).  We will ensure all necessary allowances are made for any reading or writing difficulties. Please contact us prior to your course with any requests.

5.2 Issue of Certificates 

Certificates are only issued upon receipt of full payment and full attendance of your course. Please ensure all names are correctly spelt as you would like them to appear on your certificate. Please note there is a charge of £10 for printing any replacement certificate where names have been supplied incorrectly. 

5.3 Certification Body

Certificates are issued by Qualifications Network (QNUK) or National Navigation Award Scheme (NNAS) of which the Adventure Academy CIC is an approved provider. 

5.4 Awarding Organisation

To ensure our courses meet the appropriate national standards in training, The Adventure Academy CIC is registered and approved by the following Awarding Organisations:

  • Qualifications Network UK
  • National Navigation Award Scheme

6. Data Protection and Privacy Policy

6.1 Data Protection

All personal information is held and used in accordance with the Data Protection Act 1998 and the General Data Protection Regulation ((EU) 2016/679). It is not shared with any third party except The Adventure Academy CIC & our Awarding Organisations.

6.2 Privacy 

The Adventure Academy CIC will only contact you in connection with your booking and to keep you informed of any re-validation courses three months before your certificate expires. Should you not wish to be contacted about re-validating your certificate you can let us know by contacting us direct & by completing the registration form at the start of your course.

6.3 Monitoring and Quality Assurance

For quality assurance purposes we will monitor and record your performance throughout the course. Additionally you may be required to complete a multiple-choice assessment. This information will be stored on file and will only be shared with The Adventure Academy CIC and our Awarding Organisations for monitoring & approval purposes.

6.4 Your Data

Full details on how we collect, store and use your data can be found in our Privacy Policy »

7. Insurance

The Adventure Academy CIC holds a Public Liability & Professional Indemnity Insurance with Activities Industry Mutual which is underwritten by QBE Insurance. 

8. Safety

Activities in the outdoors are potentially hazardous by their nature and individual participants must accept a certain element of risk. Our leaders and instructors are carefully vetted and are qualified for the activities they control. In the interests of safety you must agree to abide by the decisions of the leader or instructor. As we have no control over weather conditions, we reserve the right to alter routes or activities accordingly. You MUST advise the leader or instructor if you suffer from any medical condition, or are taking any medication which may affect your ability to undertake the activity chosen. People whose fitness or ability is clearly at variance with that required for the grade of trip, may be asked to make alternative arrangements (at their own expense) in order to allow the programme to proceed as planned. Individuals who are under the influence of alcohol or drugs will not be allowed to participate in activities. In addition, where behaviour becomes unacceptable through alcohol or drugs or for any other reason, adversely affecting the ambience of the group, individuals can be asked to make alternative arrangements, or leave the trip at their own expense. Incidents involving participants during the course of the activities resulting in injury should be reported to the group leader or instructor, recorded at the time on an accident form, and signed by the injured person or their representative, and a witness.

8.1 Statement of Participation

The Adventure Academy CIC will not be liable for any loss, damage or expense resulting from force majeure or any unforeseen circumstance out with the control of the company. The Adventure Academy CIC will only be liable for loss or damage caused by the proven negligence or default of The Adventure Academy CIC, its suppliers, agents or employees, in performing their obligations under this agreement. Clients are strongly recommended not to make any non-refundable or non-transferable travel arrangements more than 5 weeks before departure (2 weeks if less than 5 days duration) unless advised otherwise by our office.

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